Administrative/finance Committee Administrative/finance Committee

R1

Each department is responsible to maintain a list of sensitive equipment items (not defined as fixed assets in 11-04SP2) as identified: (a) All electronic devices with a monthly access or rental lease fee including, but not limited to, cellular telephones, photocopiers and radio communication devices. (b) All personal digital assistants (PDAs), digital cameras or video cameras and any electronic equipment or photography equipment with a purchase price of $1,000 up to $5,000. (c) All computer central processing units (CPUs), laptop computers, and all printers, scanners, monitors and facsimile machines with a purchase price of $1,000 up to $5,000. (d) Each department may make a determination to include items in addition to those identified in this Standard Practice on its list.

R10-01

Transfer remaining balance from both Priority Policy Needs and Board Elective Projects discretionary funding back into the County general fund for the next couple of years to help offset the County budget shortfall, and especially to help fund necessary improvements. (Findings 1, 11)

R10-03

Generate a mandatory “County Policy” regarding sensitive property control. (Finding 1) 13

R2

“Purchase price” is defined as the acquisition cost of an item, including the purchase price, before trade- in allowance, less discounts, plus freight, transportation and installation costs and sales or use tax.

R10-04

The County Administrative Officer generates and distributes an Interoffice Memorandum each year, to each department head, regarding the annual reporting of sensitive equipment. (Finding 2)

R3

Each department will be responsible to ensure that employees return County property, which is provided for use off site, to the department in the event of the transfer, termination or separation from employment.

R10-05

Designate a department to oversee and implement the Policy and Procedure. (Finding 3)

R4

Once a department establishes the list of sensitive equipment (as well as those items added to the list pursuant to 1(d) above), the list shall be updated on an annual basis and filed with the County Clerk.

R10-06

Enhance Standard Practice 11-04 SP3, Equipment Control Procedure, to be clear and concise. (Finding 4)

R10-13

Include an annual due date on Standard Practice 11-04 SP3 for filing the sensitive property lists with the Recorder/County Clerk. (Finding 4)

R5

RESPONDING AGENCY RECOMMENDATIONS DATE Board of Supervisors 10-01 through 10-02 09-30-2010 7 SENSITIVE PROPERTY

R10-02

Budgeting for all Board of Supervisors’ staffing should be included in the general budget and coded the same as all county personnel costs. (Finding 5)

R10-07

Assign a property tag number and issue to the respective department to be placed on the identified sensitive equipment. (Finding 5)

R10-08

Conduct an annual physical inventory before filing an updated list with the County Clerk. (Finding 5)

R10-09

Implement policy for inventory of equipment that has a unit value of less than $1,000 in Standard Practice 11-04 SP3. (Finding 6)

R10-10

Create a spreadsheet with headings that list the necessary information for the control of equipment. The spreadsheet must be utilized by all departments when filing their sensitive equipment report to the Recorder/County Clerk. (Findings 7, 8)

R10-11

Establish a sensitive equipment list for departments to use as a guideline of equipment that must be reported. (Finding 9)

R10-12

Ensure that each department maintains an on-site inventory list of sensitive property at each satellite office. (Finding 9) 14

R10-14

Mandate all County departments and elected official’s offices update and reconcile their current holdings and provide current inventories of sensitive properties at the end of each Fiscal Year and submit to the County Recorder’s Office by an assigned due date. (Finding 11)